time to dive into what it means to write a report, and an overview of some of the kinds of reports you can expect to encounter. So$,$ without further adieu...

Why do we write reports?

$1)$ To inform managers and co$-$workers about "big picture" ideas.

$2)$ They are useful for planning and decision$-$making.

$3)$ They help to coordinate initiatives and activities.

$4)$ They keep a record of company activity.

Keep in mind: reports are legal documents. When I worked for various municipalities across the Lower Mainland, many, if not all of the documents I prepared were accessible under a "FOI" request, or "Freedom of Information". As such:

Reports should be kept accurate. Use facts from research, NOT opinions when writing them.

They need to be kept as complete as possible, include details and evidence $($things like time of occurrence, specific details about the event or incident, whom it involved, etc$).$

They need to be objective. What is contained within your report should cover the issue from all sides.

I've mentioned this before, but ultimately the quality and effectiveness of a report will depend on $3$ factors: its content, clarity, and skimmability.

Content

Make sure when writing a report to always keep your objective in mind. Try not to lose sight of what the intended purpose of the report is supposed to be$.$ This will help keep you laser focused on your target and your purpose for writing. Make sure to weight the importance of information you choose to include based on the report's future use. What is going to be the most relevant information when someone looks at this report a year or two down the line?

Analyze facts to assist the reader in decision making. This means: present information that relates directly to the problem you are solving, and DON'T manipulate facts and findings.

Consider as well your readers needs. What is their level of background information? How much do they need to be filled in$?$ How much needs to be explained? $($If you are unsure, in these kinds of situations it is always best to err on the side of them knowing less, not more.$)$

Ensure your report is organized in a logical manner. Good organization makes it easier to understand and read through. You don't want your reader having to jump all over the place in your report just to find the essential information they need.

Clarity

Write simple sentences $($plain language!$)$

Delete extra material $/$ redundancies $($conciseness$!)$

Guide your reader through your report

Cite your sources

Include visuals $($charts$,$ graphs, etc$)$ where appropriate

Use consistent evaluation criteria $($when necessary to do so$)$

Skimmability

Skimmability essentially refers to your readers ability to quickly pick up and "skim" through your report and quickly get to the information they need. To do this, you want to ensure you are using a readable font, and make sure you are organizing your headings and$/$or lists logically and informatively. As well, artists will know that creative use of "white space" $($empty sections$)$ can help guide the readers eyes through the document.

Here's your first discussion question for this week: when considering the aforementioned $3$ factors for success, why is it important to consider how much your reader knows, or does not know? How will this change how you write your report?